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A pediatric therapy organization shifts to a HIPAA-compliant email system over a weekend

"When working with kids and managing their health, you want the best for them and their families. Switching to a unified, more secure email system just made sense as another step in caring for our patients. The new email system is working out great, and we have Romega Digital to thank for such a seamless job."

Mai Lee Payne of Advance for Kids

About the Client

Advance for Kids is a pediatric therapy organization based in Northwest Georgia. They specialize in physical, occupational and speech-language therapy.

Their staff needed to move to a HIPAA-compliant email, which ensures health-related communications are stored securely. GSuite is the perfect solution, and since Romega Digital is a GSuite partner, we were excited to help Advance for Kids reach this goal.

Challenges

Short time frame

Lack of standardization of email addresses

Important information within emails couldn’t be lost or compromised

Solutions

A smooth transition thanks to our GSuite partnership with next to no downtime

Implementing a naming convention and aliases for all email addresses

Importing all emails first so as not to lose any important messages

The Process

Romega is a GSuite Partner, which means we can manage the needs of our clients when it comes to GSuite, Google’s service for business operations like email, calendars, and document sharing.

We first worked with Advance for Kids and compiled a list of all existing email addresses. Together, the list was narrowed to all valid addresses and we created all the accounts they needed. At the end of this process, there were over two dozen emails total to move to GSuite.

Next, we implemented a naming convention to standardize addresses. We also set up aliases so that people could continue to receive emails no matter which addresses – new or old – someone used.

With their new system, the Advance for Kids staff could also utilize groups. By doing so, we could create an address that would send to anyone a given department. This saved the team from having to pay for individual accounts for each location or department.

The actual migration took place over a single weekend. First, we imported all existing emails from the old server to the new one, ensuring the staff wouldn’t lose any important messages. After testing, we finalized the migration by changing DNS (domain name system) entries to make sure all new messages were routed to Google’s servers.

The Advance for Kids staff was given new login info and temporary passwords. Romega also included instructions for getting email on Android and iPhone. Therefore, staff could access their new emails first thing on Monday.

The Results

Advance for Kids does wonderful work, and now they can rely on a secure email solution and focus on caring for the health of kids from across Floyd County. We were so happy to lend a hand and make their jobs a little easier.